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1 English Q&A #1 Braille Services Requirement PPTC Q1. Would you like our proposal to be shipped or do you prefer an electronic submission? A1. Passport Canada requests that bidders provide their bid in a soft copy as specified in Part 3, section 1 of the Request for Proposal and submitted via to the address provided on the title page: Q2. Throughout appendix D, the formats requested for the contract include: e- Text, DXB, BRF and XHTML. However, throughout Appendix E the formats listed are: DXB, BRF, e-text, accessible PDF and XHTML. Do you require accessible PDF for all documents? A2. Passport Canada will not require accessible PDF for all the documents. Please see amendment #1 to the Appendix D, Statement of Work for clarification. Q3. In part 3 Bid Preparation Instructions on page 8 you indicate: Financial Proposals must clearly identify the personnel proposed and the associated category for evaluation purposes only. What do you mean by associated category? A3. Please refer to amendment #1 to the Request for Proposal document for clarification. Q4. On page 9, under the Mandatory Criterion (MT1), you indicate that the bidder must provide proof of experience supported by reference. We have done work for Passport Canada in the past; can we use Passport Canada as our reference? A4. Yes, however, the bidder must provide only supporting reference that is available to validate the experience. Q5. APPENDIX D, STATEMENT OF WORK D5. TASKS AND TECHNICAL SPECIFICATIONS Passport Canada requires services to create Braille conversion copies in E TEXT, DXB, BRF and XHTML formats and to print, on demand, in Braille (Grade 2) the English and French versions of the passport application form instruction insert for the following forms: 1

2 a) Which format should we use to produce the E-TEXT documents? (.doc,.txt, etc.) b) Which format should we use to produce the XHTML documents? (.doc,.txt, etc.) A5. a) The format used for E-TEXT documents must be.rtf. b) The format used for XHTML documents must be.html. Please refer to amendment #1 to the Request for Proposal document for clarification. Q6. APPENDIX D, STATEMENT OF WORK D5. TASKS AND TECHNICAL SPECIFICATIONS Passport Canada requires services to create Braille conversion copies in E TEXT, DXB, BRF and XHTML formats and to print, on demand, in Braille (Grade 2) the English and French versions of the passport application form instruction insert for the following forms: 5.2 SPECIFICATIONS All specifications must be approved by Project Authority prior to delivery of final master ( text only ) Braille conversion copies to Plastic cover page: Clear cover stock with Braille script of the form title, form number and form version date, along with the following phrase: In English: BRAILLE INSTRUCTION BOOKLET UNCONTRACTED ENGLISH BRAILLE These specifications indicate that Uncontracted Braille is to be used for the Braille versions. However, throughout the Request for Proposal document, Passport Canada is refers to Grade 2 Braille which is Contracted Braille. Which type of Braille must be used, Contracted or Uncontracted? A6. Passport Canada requires Contracted Braille (Grade 2). Please see amendment #1 to the Request for Proposal document for clarification. Q7. APPENDIX E, BASIS OF PAYMENT Table 1: Period of contract (from contract award date to March 31st, 2014) Table 2: Option period 1 (from April 1st, 2014 to March 31st, 2015) Table 3: Option period 2 (from April 1st, 2015 to March 31st, 2016) Description: First master text-only Braille conversion electronic files (DXB, BRF, E- TEXT, accessible PDF and XHTML) In this section, the bidder is asked to provide master Braille conversion electronic files in Accessible PDF. However, this information is not found anywhere else in the Request for Proposal document. Do you need Accessible PDF format? 2

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